Baltimore City Department of Planning Audit Status Update
The audit report presents findings regarding the calculation methodology for the average number of days for basic permit review in Service 763 of the Department of Planning. Recommendations have been made to improve performance measure reporting by revising the Performance Measure Validation Form. The report also outlines common reasons for putting permits on hold, such as Community Review Panel requirements, design guideline discrepancies, URP regulations, landscaping issues, and Vacants to Value property use. Examples of permits on hold due to various reasons are provided for clarity.
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DEPARTMENTOF PLANNING AUDIT STATUS REPORT PRESENTATION TO THE BOARD OF ESTIMATES January 5, 2022 Baltimore City Department of Planning
DEPARTMENTOF PLANNINGAUDITSTATUSUPDATE Finding #1: Service 763 Comprehensive Planning and Resource Management, Average Number of Days for Basic Permit Review The incorrect calculation methodology and the data reliability controls impact the performance measure reporting. Recommendation:Revise the Performance Measure Validation Form (Form) to require the utilization of the approve date in the calculation and reporting of the average number of days for basic permit review. Status: The Performance Measure Validation Form has been revised. For the vast majority (approx. 90%) we now require the approve date for calculating and reporting the average number of days for basic permit review. For the remaining approx. 10% we use the hold date as the date for calculating the number of days for basic permit review. For these cases, the first action taken by community planners in Service 763 is to review the permit and put it on hold so that other issues can be resolved with the permit request. 2 Baltimore City Department of Planning
DEPARTMENTOF PLANNINGAUDITSTATUSUPDATE Common reasons to put a permit on hold Community Review Panel (CRP) Some URP s mandate that permit requests need to be reviewed by a CRP. This can take as long as 4 weeks. Design Guidelines If an original project plan that is the subject of a permit request does not meet the URP s design guidelines, the community planner needs to request and wait for a revised plan. URP Regulations There are times when the community planner needs to request and wait for additional details from the applicant to make sure their proposal meets the regulations of the URP. Landscaping A community planner may put a Use and Occupancy permit on hold because the applicant needs to show proof that they have installed required landscaping per Critical Area regulations. Vacants to Value - A property that was sold to an applicant through DHCD s Vacants to Value process must use the property as a single family dwelling. If a permit request is for a different use, then the community planner needs to request and wait for guidance from DHCD re: the proposed use. 3 Baltimore City Department of Planning
DEPARTMENTOF PLANNINGAUDITSTATUSUPDATE Examples of reasons to put a permit on hold Permit: COM2021-62571 (1203 Turpin Lane Johnston Square URP) Permit included plans for a 6 fence. Date Assigned: 4/27/21 Date Put on Hold: 4/28/21 Date Approved: 7/19/21 Reason for hold The Johnston Square URP has specific guidelines for exterior alterations. The URP allows for a maximum of 48 inches of opaque fence, with an additional 24 inches of lattice or picket style fence. Applicant was notified that the fence plan does not conform with the URP s design guidelines, a revision was requested and the permit was put on hold pending receipt of the revision. The applicant sent a revised plan on 7/18, and the permit was approved on 7/19. 4 Baltimore City Department of Planning
DEPARTMENTOF PLANNINGAUDITSTATUSUPDATE Examples of reasons to put a permit on hold Permit: USE2020-53800 (1533 Edmondson Avenue Harlem Park URP) - This is a permit to use a building as a residential care facility with up to 8 residents, per reasonable accommodation granted 9/16/20. Date Assigned: 9/24/20 Date Put on Hold: 9/25/20 Date Approved: 10/16/20 Reason for hold This property was sold by DHCD via Vacants to Value. When the owner signed the land disposition agreement, he stated that the property would be used as a single-family dwelling, which is not what the use & occupancy permit stated. The community planner informed DHCD of the proposed use, the permit was put on hold while DHCD did due diligence, and the community planner acted on the permit after notification from DHCD. 5 Baltimore City Department of Planning
DEPARTMENTOF PLANNINGAUDITSTATUSUPDATE Examples of reasons to put a permit on hold Permit: USE2021-51667 (4709 Harford Road Lauraville Business URP) - This permit request was for the use of the 1st floor and basement as offices for a mental health agency. Date Assigned: 4/22/21 Date Put on Hold: 4/29/21 Date Approved: 5/12/21 Reason for hold The URP stipulates that all permit requests have to be send to the volunteer Lauraville Community Review Panel (CRP) for review and recommendation to the Planning Department. The community planner forwarded the permit to the CRP on April 23rd, and the CRP has 4 weeks to respond with a recommendation. The CRP secretary responded with questions on April 29th. The community planner put the permit on hold, sought answers from the Zoning Administrator and approved the permit on May 12th after all information was received. 6 Baltimore City Department of Planning
DEPARTMENTOF PLANNINGAUDITSTATUSUPDATE Finding #1: Service 763 Comprehensive Planning and Resource Management, Average Number of Days for Basic Permit Review The incorrect calculation methodology and the data reliability controls impact the performance measure reporting. Recommendation:Establish and document a management or independent review of performance calculations in the Form to ensure accuracy and completion. Status: The Director of Community Planning and Revitalization has documented the process for performance report calculations. The reports and calculations are done quarterly and independently reviewed by the Division Chief for the Policy and Data Analysis Division. This information has been added to the Performance Measure Validation Form. 7 Baltimore City Department of Planning
DEPARTMENTOF PLANNINGAUDITSTATUSUPDATE Finding #1: Service 763 Comprehensive Planning and Resource Management, Average Number of Days for Basic Permit Review The incorrect calculation methodology and the data reliability controls impact the performance measure reporting. Recommendation:Submit a service request to the DHCD to eliminate the ability to change approval dates within CCE. The date of decision should represent the date of approval. Status:This is done. 8 Baltimore City Department of Planning
DEPARTMENTOF PLANNINGAUDITSTATUSUPDATE Finding #1: Service 763 Comprehensive Planning and Resource Management, Average Number of Days for Basic Permit Review The incorrect calculation methodology and the data reliability controls impact the performance measure reporting. Recommendation:Limit access to the spreadsheet by implementing password security. Status:This is done. 9 Baltimore City Department of Planning
DEPARTMENTOF PLANNINGAUDITSTATUSUPDATE Finding #2: Service 765 - Planning for Sustainable Baltimore, Percent of Climate Action Plan Recommendations Completed - Targets and goals are reported on a project-to-date basis and exclude measurable and verifiable deliverables. Recommendation:Develop annual targets and report annual activity for the respective period. Status:Completed; starting with FY22 budget, annual targets and activity are submitted. Recommendation:Prepare and maintain data that supports the impact of recommendations on the strategic goals associated with reduction of greenhouse gases and the aggregate outcome of the plan. Status:Completed; available data on greenhouse gas inventory included in budget submittals starting in FY22. 10 Baltimore City Department of Planning
